Questions and Answers

Q: This article provides answers for frequently asked questions about the fiscal calendar in Sage Pro ERP General Ledger (GL).

A: Refer to the questions and answers listed below for information regarding the Sage Pro Fiscal Calendar:

Important
Data edits should only be done by a Sage Certified Consultant or Business Partner. Create a full and verified backup before proceeding. This should first be attempted in a test installation and the results should be fully verified before implementing in a live system.

1. What is the Sage Pro Fiscal Calendar?
   The fiscal calendar contains a minimum of three fiscal years: prior fiscal year, current fiscal year and future or next fiscal year. The three year posting window is generated when a company is created in System Manager (SM). Any transaction can be posted within these three years.

   Important
   Please refer to the GL documentation for more information on GL setup restrictions regarding posting within the posting window.

   The fiscal calendar does not have to follow the calendar year but the end date of a fiscal calendar year must fall within that actual calendar year, based on its’ end date.

   Example One

   A fiscal year of July 2002 through June 2003 would be considered a 2003 fiscal year based on its’ end date.

2. What happens to the fiscal calendar when the current fiscal year is closed?
   Closing the current fiscal year will create a new future year in the fiscal calendar. This will create a new three year posting window. Once a new three window is created, the previous prior year can no longer be posted to. It will now be outside of the three year posting window.

   Example Two

   If the current fiscal year is 2006, prior year is 2005 and future year is 2007, closing the current year will create 2008 as the new future fiscal year. The new three year posting window will be 2006, 2007 and 2008. The 2005 fiscal year can no longer be posted to.
   

3. What tables store the fiscal calendar information?
   The SYCDFIS and SYCHFIS tables store fiscal calendar information. In addition, the SYCCOMP and GLSYSD tables are linked to the fiscal calendar logic.
4. What causes a permanent lock in the fiscal calendar?
   A permanent lock on a period within a fiscal calendar year will prevent any postings to that period. A permanent lock is created by a “T” in the SYCDFIS.Permlock field. Three situations will create a permanent locks:
   • Any period that is outside of the three year posting window is permanently locked. No transactions can be posted to it through a sub-module or GL.
   • Closing the GL period and year when it is not in the final period of the fiscal year will create a permanent lock.
     

     Example Three

     The current fiscal year has twelve periods. GL was in period eleven when the period and year was closed. All previous periods will be permanently locked and all postings will be reclassified to match the new fiscal calendar.
     

   • When closing the GL period and year, there is the option to either keep or modify the existing fiscal calendar. If it is modified and the calendar dates are changed, the previous year periods and all history periods in the fiscal calendar are permanently locked.
5. Does Lock period at period close in GL setup, create a permanent lock when a period closed?
   No, it creates a temporary lock in the SYCDFIS.Plocked field. This can be unlocked by editing the fiscal calendar lock status in SM.
6. How can a permanent lock in the fiscal calendar be unlocked?
   The SYCDFIS.Permlock and SYCDFIS.Plocked fields must be edited to unlock the periods. This will allow postings to formerly locked periods, even if they are outside of the three year posting window.
7. How can the fiscal calendar be modified through the program?
   There are three ways to change a fiscal calendar in Sage Pro:
   • Closing the fiscal year early will modify the fiscal calendar, reclassify prior entries, and permanently lock all periods in history. This is not always possible because the new fiscal year must have an end date that falls within its calendar year. Consult with an accountant before attempting to change the fiscal calendar.
     

     Example Four

     The current fiscal year is July 2006 through June 2007. It will not be possible to close early in November 2006 since the system cannot create a new 2008 fiscal year. The new end date would not be in the 2008 calendar year.

   • When closing the period and year, the program prompts to either modify or keep the existing fiscal calendar. When modifying, the dates on the upcoming fiscal years can be changed, beginning with what used to be the future fiscal year. It will now become the current fiscal year.
     

     Example Five

     The 2006 fiscal year is January 2006 through December 2006. When closing the period and year while in period twelve, the end date for fiscal year 2007 can be changed to December 29, 2007. This will cause the newly created fiscal year of 2008 to have an end date of December 29, 2008. All upcoming fiscal calendar year dates will be changed and the previous year periods and all history periods in will be permanently locked.

   • The beginning and end dates of a fiscal year can be modified in System Manager. This is only possible if the fiscal year does not have any postings in any period. This will not lock any past periods.
     

     Example One

     Fiscal year 2006 is closed in period twelve and the existing fiscal calendar is kept, not modified. The current fiscal year will now be January 2007 through December 2007. Before any postings are made, the end dates for fiscal year 2007 or 2008 can be edited and the beginning date for fiscal year 2008 can be edited.

8. How can the historical information be saved when changing to a different fiscal calendar?
   Follow the steps below. Company 01 represents the original company, Company 02 represents the interim company, and Company 03 represents the new company:
   1. In Company 01, release all submodules to GL and post.
   2. Create interim company 02 with GL only. It should be an exact copy of the original company.
   3. Close the year early for the Company 02. Accept the default dates for the new fiscal calendar. This is done to generate ending balances.
   4. Create Company 03 in SM:
      • Set up the new fiscal calendar for this company.
      • Add the GL module.
      • Set up the account structure so that it is identical to Company 01 and Company 02.
      • Copy rules from Company 02 but do not copy the data.
      • Copy the accounts, types, and groups from Company 02 GL to Company 03 GL.
      • Enter beginning balance batches in Company 03 GL from the ending balances generated in Company 02.
   5. Company 01 now holds all history information for the old fiscal calendar, Company 02 holds the company data at the time when the fiscal year was closed and Company 03 reflects the new fiscal entity with the new fiscal calendar and beginning balances.
   6. Create the sub modules for Company 03 and copy all data for from Company 01.
   7. Link submodules to Company 03 GL.